Scheduling Book Set-Up & Check-In Preferences

Transcription

1 Clinical Informatics Scheduling Book Set-Up & Check-In Preferences 10/23/2018 Clinical Informatics 1

2 Scheduling Book Settings It is important that ALL settings in the Scheduling Book are set up correctly, so the tool provides the appropriate information and operates efficiently and accurately. Changes to settings are permanent and will not need to be reviewed after saving changes. It is the responsibility of the end user to ensure that their personal settings are aligned with the system standard. With scheduling book open Click View at the top of the menu bar. Place a checkmark beside Demographics Bar. Select Options in the dropdown

3 Scheduling Book Settings Continued User Defaults tab: Select your location from the location dropdown In the appointment detail fields box, use the arrows to arrange the fields in this order: Appointment location Appointment type Person Name

4 Scheduling Book Settings Continued Appointment tab: Ensure Display person search encounter window is NOT checked and Use best encounter filters is selected. Appointment tab: Flex Form Defaults Navigation tab: Set your default bookshelf

5 Scheduling Book Settings Continued Details tab and Allergies tab: Details tab: No Changes Allergies tab: Check Display Allergies button in Appointment Tab (no other checks) Confirm tab: Ensure Always create new encounter when required is NOT checked. Check In tab: Ensure Always create new encounter when required is NOT checked. Click OK to save changes.

6 Scheduling Book Settings Continued Check in tab/check out tab Flex form: PM Toolbar tab: Request criteria tab: If you check-in/check-out patients, edit the flex form Modify Encounter Flex Form to PreReg Create Visit. No changes

7 Scheduling Book Settings Continued Right-click in Scheduling Book Book Settings View Proportional Single Day (Preferred View) Proportional Single Day: View schedule for all resources for 1 day Proportional Multi-Day: View one resource schedule for multiple days Right-click in Scheduling Book Book Settings Properties

8 Scheduling Book Settings Continued General Tab Select all indicated below. They may wish to display more fields, but they can change when they get to their office. Icon Tab Select all indicated. NOTE: Display fields, keep as is. They can tweak at office.

9 Scheduling Book Settings Continued Fonts Fonts and sizes can be changed if you wish to try different fonts and/or sizes. View Proportional Single Day Tab Select all indicated below. Some settings are for demonstration purposes. Set your time interval and start display time fields according to your specific office.

10 Encounter Selection Window Settings Setting preferences for Encounter Selection Window Right-click on the column header and select preferences. Arrange columns to mimic display on right Click OK

11 Check-In Window Settings Arrange selected columns to mimic screen shot. Click OK to save Right Click on column header to display Preferences Click Preferences

12 View, Add, and Modify Person Comments

13 View, Add, and Modify Person Comments Physician practices will document in Millennium Scheduling when discharging a patient from their practice in accordance with the Member Organization s policies/directives. When required by policy, this documentation will include: Name of Practice discharging, Level of Discharge (based on guidelines, i.e. Level I or Level II), and Date of discharge. This documentation will be noted using the Person Comments field on the demographics bar. When comments are made, a blue bubble will appear on the bar and can be viewed by clicking the bubble. Adding Person Comments to the Demographics Bar STEP 1: STEP 2: STEP 3: STEP 4: Right-click the Demographics Bar and select Properties. Select the Person Comments field from the Attributes window. Click the Add button. Select Location (1,3) (left, top) and Size (1,1) (width, height) to display attribute within Demographics Bar and click OK. NOTE: If you don t see Location (1,3) click the Up triangle button, as pictured to the right, to add a new row to the Demographics Bar. The screenshot to the right shows examples of attribute settings (if these locations aren t available, select your desired location). STEP 5: Click OK to save settings.

14 View, Add, and Modify Person Comments View, Add, Modify, or Remove Person Comments To Add STEP 1: STEP 2: STEP 3: STEP 4: STEP 5: STEP 6: STEP 7: Right-click the scheduled appointment and select Person. Select Person Comments. In the Person Comments box, click Add. Select a pre-defined template or create your own. Enter a comment in the Comment description field. Enter comment in Person comment window. Be sure to include: Name of your Practice Date of Discharge Level of Discharge Click Apply and Close twice.

15 View, Add, and Modify Person Comments To View STEP 1: STEP 2: Click the blue bubble icon in the Demographics Bar. Person Comments box will open to view comments. (It may take a few minutes before newly entered comments are viewable.) To Modify/Remove STEP 1: STEP 2: Click person row under patient name and click Modify to make adjustments to comments. Click person row under patient name and click Remove to delete the comment. STEP 3: NOTE: Click OK to save, then Close. Add a brief explanation of why comments were entered in case questions arise. Never remove comments that were entered by anyone other than you.

16 Workflow, Validation, and Repair

17 FIN Creation and Association During the Schedgistration or Check-in process a FIN will be associated to the Scheduled appointment. It is important care is used when deciding to use an existing FIN or create new. CAREFULLY review the encounter selection window for an existing FIN that Matches the Facility, Nurse Unit, Provider Name, and Reg/Time. If a discharge date is listed of the FIN NBR is missing, do not select the encounter. If encounter is found, highlight that encounter and click OK. FIN is now associated to the appointment If encounter is not found or a discharge date is listed, Add Encounter and complete the Quick Pre-Reg conversation

18 Rescheduling Workflow When rescheduling a visit with a correctly associated FIN select Yes in the Existing Encounter window. Continue with normal reschedule process. After completing reschedule, right-click the appointment (either in scheduling book or Scheduling Inquiry tool) to access the menu of options, select Person and Modify Encounter. Prereg Create Visit Conversation launches Date and Time will automatically update to new appointment time. IF the conversation is NOT launched the date and time will NOT update and the FIN will often auto-discharge prior to the patient s visit. Manually update the provider if that has changed

19 Scheduling Book Check-In Check-in is the final opportunity to confirm that the Visit has an appropriate FIN attached. Careful review of the General Tab of the Check-In window. If errors are found, refer to the final slide for instructions on corrections. The following fields are the minimum which should be displayed on Check-In screen, others may be added as need for office workflow. FIN Number Should be populated. If field is blank, appointment has no attached encounter or is attached to a FIN-less encounter. Person Name Populated with patient name. Enc Type Should be populated with type appropriate for the location. (ex: In a PCP office, field should not indicate in-patient) Arrive Date Should be populated with the date of appointment. Enc Status Should always indicate Active. Disch Date Field should be empty. If a date is populated in this field, the appointment has been associated to a wrong encounter. Admit Type If this field is blank, a complete registration has not been done. Elective indicates a complete registration has been completed.

20 Dissociating Incorrect FINs If the appointment is associated to the incorrect FIN, associate the appointment to the correct FIN. STEP 1: Reschedule the appointment in the Scheduling Appointment Book. STEP 2: When prompted with the following message, click NO to break the association with the incorrect FIN. STEP 3: With the appointment in the WIP, schedule the appointment for the original date/time. STEP 4: Click Confirm. STEP 5: Create a NEW FIN or attach appointment to the correct existing encounter/fin.